EXECUTIVE ASSISTANT

OVERVIEW:

This role demands exceptional project management and attention to detail, confidentiality, and the ability to handle a wide range of administrative and executive support tasks. You will act as a key liaison between the Chief Executive Officer, senior management and internal/external stakeholders, ensuring smooth communication, efficient operations, and that organizational goals are met.

RESPONSIBILITIES: 

• Provides direct administrative support to the CEO by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. 
• May represent the CEO in various meetings or community activities.
• Responsible for flow of communication and will keep the CEO apprised of time sensitive issues that will affect the organization, Board and staff.
• Assists in maintaining and coordinating CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Schedules meetings, secures venue, room set up, refreshments, tracks attendance, and assists with preparing and distributing meeting agendas, supporting materials and minutes.
• Serves as the CEO’s administrative liaison to Agency’s Board of Directors, and Board Committees as well as with other agency and/or governmental boards and executives.
• Coordinates communications with the Board and committees as directed.
• Maintains official documents of the organization including but not limited to Board/committee agenda and minutes, Board/Committee calendars, conflict of interest statements, resolutions, bylaws, policies and procedures and others as required. 
• Assist with coordination and attendance at various community events and coordinate the various functions and marketing materials needed.
• Assist with the coordination of staff trainings, education, and team building
• Takes accurate notes and meeting minutes during meetings and following up with stakeholders on key changes, next steps, and deliverables.
• Creating and editing various business documents, presentations, reports, and other materials as needed.
• Conducting research on various topics for projects, events, meetings, etc.
• Handling sensitive and confidential information with the utmost care and always maintaining a high level of confidentiality.
• Assisting in the management and tracking of projects, deadlines, and deliverables across different teams and departments. Monitor project progress and identify roadblocks.
• Perform other duties as assigned by supervisor.

QUALIFICATIONS:

• Minimum of a Bachelor’s degree in business; higher degree (MBA or MA) in related field is preferred.
• 5+ years of executive or administrative work experience preferred 
• Experience working with the Board of Directors and senior level management interactions is preferred. 
• Not for profit organization experience is a plus.
• Proficient in Microsoft Office (Outlook, Word, Excel and Power Point) and Adobe Acrobat.
• Excellent verbal and written communication skills
• Strong organizational and task prioritization abilities
• Ability to handle confidential information with integrity and sensitivity
• Proactive mindset with the ability to anticipate needs and act accordingly
• Attentive to details and follows through on assigned tasks and commitments
• Able to build relationships with internal and external stakeholders and network
• Experience with calendar management and travel coordination
• Highly motivated, self-driven, and eager to learn and apply new skills
• Flexible and driven to meet tight deadlines, handle multiple projects and prioritize them appropriately
• Follows process and procedures that align with company goals and promotes organization effectiveness
• Self-starter and comfortable working in ambiguity or with limited information

PHYSICAL REQUIREMENTS:

• Prolonged periods of standing and walking.
• Frequently required to sit, reach with hands and arms, and stoop, kneel, crouch, or crawl.
• Must be able to lift and/or move 25 pounds.